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April 16, 2002
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SUBJECT: |
Award of Contract for Library Patron Self-Service Book Checkout System (#F0203-53) (RTC#02-124) |
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REPORT IN BRIEF |
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Approval is requested for the award of a contract to 3M Library Systems of Petaluma to furnish and install a patron self-service book checkout system for the Information Technology Department. |
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BACKGROUND |
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The contract for the original 3M Library Patron Selfservice System was awarded by Council on March 28, 1995 (RTC #95-114), and consisted of two complete patron self-service stations with a proprietary interface that tied the 3M System to the Inlex 3000 application software used by the Public Library. The two systems have been in almost continuous use since installed and have reached the end of their useful life. |
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DISCUSSION |
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3M has proposed upgrading the Library system by replacing the two existing stations and adding a third new station, utilizing the 3M Selfcheck System Model 6210, a new product which is faster, more efficient and easier for Library patrons to use. The new equipment must be compatible with the 3M Barcoding System, 3M Security Check equipment and the Inlex Card Catalog application software currently in operation. There is no commercially available substitute, and the replacement equipment is available only directly from 3M Library Systems. Section 2.08.070(b) of the Sunnyvale Municipal Code exempts from competitive bidding situations where the City's requirements can be met solely by a single patented, copyrighted or proprietary article available from a single source. In this case, the book checkout systems are a replacement for equipment currently being used by the Library in a proprietary system. |
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FISCAL IMPACT |
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Total cost to the City for the three self-service units, including all hardware/software, delivery, installation, sales tax and one year of maintenance, is $65,018. This price also includes a trade-in credit on the two existing City-owned 3M systems. Funds are available in Information Technology Equipment Replacement Account #021100 for the two replacement units and in Special Project 813050 (Library Self Check Out) and Capital Project 819560 (Library Automation) for the new installation. |
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RECOMMENDATION |
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It is recommended that Council award a contract in the amount of $65,018 to 3M Library Systems of Petaluma to furnish and install a library patron self-service book checkout system. |
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Prepared by: |
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Reviewed by:
Shawn Hernandez |
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Approved by: |
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